4 Things to Consider When Creating Your Employee Roster

Creating a staff roster is a crucial aspect of managing any business that involves a large number of work patterns and a diverse team. Monitoring your company's roster while keeping tabs on employee productivity, health, and safety is not a facile process, especially when you have more than 400 work patterns. And if you're the owner or manager, you're likely to work nonstop. Nevertheless, if you can't plan your shifts effectively, it can cause mayhem to your workforce.

There isn't, sadly, a one-size-fits-all solution for every issue. Restaurants often stick to a schedule that works for their employees and operations. What benefits them could be catastrophic to your organisation. As such, be sure to have a suitable plan for your business. Making a note of the unique needs of your operations and employees is essential in creating a functional and effective roster.

Shift rotation, which apportions each employee a fixed number of specific shifts each month, is a valuable method for balancing work schedules. Yet it also introduces a fresh set of challenges, including staff-to-crew ratios and scheduling cycles. These challenges need careful consideration to prevent them from disrupting your business operations. Properly managing shift rotations can lead to a more balanced workload and improved job satisfaction among employees, but it requires diligent planning and constant adjustment.

So, before you develop a business plan, you need to be aware of a few things. 

1. Shift Period and Workforce Size

Over 400 24-hour shift patterns exist, as previously mentioned. Some are better suited for large teams, while others are only feasible if you just have a few employees. 

The number of employees you have is significant in deciding the best shift schedules for your company. Bigger teams give you more options to try out different shift lengths and patterns to see what works well.

Two key variables, your employees and operations, significantly impact shift duration. Longer shifts offer workers more consecutive days off, but this can be for naught if there aren't enough people working. Try it out, especially during busy hours. Overlapping shifts are another option to consider.

It's crucial to grasp your business's specific requirements. For example, a manufacturing plant may need to operate continuously, requiring a different approach to shift planning than a retail store with varying levels of customer traffic. 

By aligning your shift periods with your business's operational demands, you can maintain high productivity and prevent employee burnout.

2. Weekly Recurring Responsibilities

The practical approach to assessing how many employees you need for the day and night is to evaluate the sales forecast and the number of people required to handle the pressure during the day.

Do your research. Understanding the busiest periods will allow you to split your team appropriately and roster them based on experience and expertise. For example, throughout the weekend, your business is more likely to encounter crowds of hungry customers; thus, have a few additional staff members on standby and modify their shifts accordingly.

Data primarily determines the performance standards of a good restaurant. It is critical in determining the workload. When operating around the clock, the workforce is a significant factor in defining how long a shift will last. Before you choose the time and length of your shifts, ensure the weekly needs are clearly written out in front of you. 

Take into account the specific requirements of various departments in your company. For instance, the kitchen team in a restaurant might have different busy periods than the serving staff. By recognising these differences, you can make a schedule that guarantees all parts of your business have enough staff at all times.

3. Fixed vs. Rotational Shifts

Both rotational and fixed shifts have their perks and drawbacks. Rotational shifts allow your team to rest after a month of night shifts, making them more adaptable. However, it can hinder their capacity to settle into a consistent habit. Employees may struggle to adjust their sleep patterns and daily routines, which can impact their overall well-being and job performance.

On the contrary, working overnights can also impact your staff's performance, even though fixed shifts are simpler to get used to. Make sure to talk about this with your workforce. When making employee rosters and choosing the length of your shifts, consider these aspects. Open communication with your employees is essential in understanding their preferences and finding a balance that works for everyone. Consider the nature of your business when deciding between fixed and rotational shifts. For instance, industries that require 24/7 operation, such as healthcare or emergency services, may benefit more from rotational shifts to prevent burnout. On the other hand, businesses with more predictable hours, like retail stores, might find fixed shifts more practical.

4. Time Offs or Days Offs 

This is vital for a productive and healthy work setting. Even more so, employees are concerned about their days off while working night shifts. Life is made more difficult with unusual shift patterns. Ensuring that your employees have regular and predictable time off is crucial for maintaining their well-being and job satisfaction.

Weekends are the only time your employees see their friends and loved ones. Employees often prefer their days off to fall on a weekend. That's why you know how to balance the needs of your workforce. While it may not be possible to give every staff weekends off, rotating weekend shifts can help ensure that everyone gets an opportunity to spend time with their loved ones.

Working physically demanding jobs can cause fatigue, burnout, and, in dire cases, resignation. Consider your decisions carefully, and if you want to enforce work schedules, find a compromise rather than imposing strict rules. Instead of asserting your ideas, use a middle-ground approach.

After you've managed the foundations, focus on your shift patterns. Studies suggest that when employees are involved in choosing shift timings, there are fewer work accidents, less absenteeism, and improved morale. Engaging your team in the scheduling process not only leads to better outcomes but also builds a sense of trust and collaboration within your organisation.

What Makes Rosterelf the Go-to Employee Roster Software?

RosterElf was created for and by business owners. We're well aware of the challenges that managers and company owners like you face when tracking down employees' availability, making weekly staff rosters, and maintaining payroll. This software is designed to simplify the complexities of roster management, allowing you to focus on what matters most—running your business.

With the help of RosterElf, you can run your business more efficiently, plan on a budget you can stick to, and spare more time to motivate your staff and provide first-rate customer service. The intuitive interface and powerful features make it easy to create and manage rosters, track employee availability, and handle payroll seamlessly. By simplifying many of the time-consuming aspects of roster management, RosterElf allows you to save time and reduce errors, leading to more efficient and productive operations.

RosterElf: Rostering Made Easy

RosterElf's cloud-based payroll and rostering software truly is a game-changer. Say goodbye to roster conflicts and chase employees for their availability to work. Instead, employees can easily update their availability to work and notify managers about it through a smartphone app. 

Staff set the times and days they can work, and RosterElf does the rest. Our software then automatically suggests available employees to fill shifts. 

What are you waiting for? Time to take your rostering and payroll game to the next level and boost your business' performance. Call us now and our team will be more than happy to assist you. 

To get a clearer view of how our app works, enjoy 30-day access to our tool for free!


Have Questions?

We Have The Answers

What should I consider when determining the shift period and workforce size?

Consider your business operations and the number of employees. Longer shifts can provide more consecutive days off for workers but may not be feasible for small teams. Experiment with different shift lengths during peak hours to find what works best. Also, consider overlapping shifts for better coverage.

How can I effectively plan weekly recurring responsibilities?

Evaluate your sales forecast and identify busy periods to determine staffing needs. Split your team based on experience and expertise, ensuring you have extra staff during peak times, such as weekends. Use data to understand workload demands and plan shifts accordingly.

What are the pros and cons of fixed vs. rotational shifts?

Rotational shifts allow employees to rest after a series of night shifts, making them more adaptable but can disrupt their routine. Fixed shifts provide consistency but may affect performance during overnight hours. Discuss these options with your staff and consider their preferences when planning shifts.

Why is it important to consider time offs or days off?

Regular time off is essential for a healthy work environment. Employees value weekends to spend time with friends and family, especially when working night shifts. Balance your workforce's needs by offering a fair distribution of days off to prevent burnout and maintain morale.

What makes RosterElf a suitable choice for employee rostering software?

RosterElf is designed by business owners for business owners, addressing challenges like tracking employee availability, creating weekly rosters, and managing payroll. It helps run your business efficiently, stay within budget, and focus more on staff motivation and customer service.

How does RosterElf simplify the rostering process?

RosterElf's cloud-based software allows employees to update their availability via a smartphone app, automatically suggesting available staff for shifts. This reduces roster conflicts and streamlines the scheduling process. Enjoy a 30-day free trial to see how RosterElf can enhance your rostering and payroll management.

Important Notice

The information contained in this article is general in nature and you should consider whether the information is appropriate to your needs. Legal and other matters referred to in this article are of a general nature only and are based on RosterElf's interpretation of laws existing at the time and should not be relied on in place of professional advice.

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